IEEE Aerospace and Electronic Systems Society
Distinguished Lecturer (DL) Request Form
1.
Requesting POC
Name:
Email:
IEEE Section/Chapter (if any):
Affiliation:
Telephone:
2.
Distinguished Lecturer
Presenter name:
Lecture titles:
A)
B)
C)
Please indicate the reason for this request:
3.
Proposed Itinerary
Please indicate the date, location, lecture ID, and local POC information for each proposed DL event
Event
Date
Location
Lecture
POC Name
POC Email
1
2
3
4
5
4.
Cost Estimate
Please indicate approximate costs for each DL event in USD (include all airfares and/or surface-travel)
Event
Travel (air/surface)
Accommodation
Other (e.g. meals)
Total (USD)
1
2
3
4
5
5.
Expense Apportionment
Please indicate how these costs will be apportioned between the AESS and host organization(s)
Expense Component
Amount AESS Portion Host Portion Responsible Party (Name)
6.
Organizer Declaration
I have read and understand the information provided on the back of this form and submit this request.
Name:
Signature:
Date:
IMPORTANT INFORMATION
General Guidelines
All AESS Chapters and IEEE Sections are encouraged to take advantage of the AESS Distinguished Lecturer and
Tutorial Program for their regular or special meetings. We have selected an outstanding list of speakers who
are experts in their fields. The AES Society will pay reasonable speaker’s expenses for economy-class travel,
lodging and meals. As a general guideline, speaker’s expenses involving travel wholly within North America or
within the European Union will be covered up to $1,000. Expenses involving extensive international travel will
be covered up to $2,000. The Society encourages arrangements whereby more than one lecture is presented
in a single trip, and costs in such situations will be considered on a case by case basis. The inviting organization
is expected to cover 50% of the speaker’s expenses.
Application Procedure
The procedure for obtaining a speaker is as follows: If a Chapter or Section has an interest in inviting one of the
speakers, it should first contact the speaker directly in order to obtain his or her agreement to give the lecture
on a particular date. After this is accomplished, the Chapter or Section must notify the AESS VP for Education.
If financial support from the AESS is required for the speaker’s expenses, he or she must submit an estimate to
the AESS VP for Education before actually incurring any expenses. This estimate must be provided at least 45
days before the planned meeting to provide time for feedback from the VP for Education and for changes if
needed. The VP for Education must provide written authorization to proceed.
AESS Promotion
Distinguished Lecturers and Tutorial speakers are ambassadors of the AESS. As such, they should take
advantage of the opportunity to stimulate membership in IEEE and AESS in particular. To support this goal, the
Society has prepared a short presentation on the benefits of Society membership. Speakers should contact
Judy Scharmann well in advance of each lecture to arrange for shipping AESS and IEEE Membership brochures
and back copies of Society Publications to hand out. After giving a lecture, the speaker and/or host should
prepare a short report suitable for publication in Systems Magazine and posting on the AESS web site. Pictures
taken at the meeting are highly desirable. Send this report to AESS VP for education.
DL Evaluation
In order to evaluate the level of participation and benefit of DL events to AESS members and other attendees,
the host or point of contact of each DL event is requested to distribute the DL registration form (and a pen) to
enable all attendees to write their details on the registration form before the start of the DL event. The host or
point of contact should then scan and send the completed registration form to VP for education by email
immediately after the DL event. Such information is used to assess the level of participation and to email out a
DL evaluation questionnaire to all attendees shortly after the event.
Local Arrangements
The AESS expects the host organization(s) to take care of all local arrangements and local expenses for both
the DL event and speaker directly. This will often include accommodation, surface travel, and meals for the
speaker in accordance with IEEE standards. Ideally, the speaker should not to incur any costs for local expenses
in relation to the DL event. It is up to the host organizations to reimburse the speaker if such expenses occur.
The AESS will pay for the airfare costs and adjustments will be made after the event to ensure that the 50-50
rule is satisfied up to the maximum limit approved by VP for Education. The hosts (and speaker) are reminded
to keep receipts for all expenses related to the DL event for acquittal purposes. The host or speaker should
notify VP for Education of any significant changes to the event after the approval as soon as possible.
For more information, please contact the AESS VP for Education, Joe Fabrizio, [email protected]